Maintain Payments

Use the Maintain Payments screen to add or edit an employee payment information or cash receipt information that was determined when the employee entered an expense report. You can use it to view specific information regarding a payment or a cash receipt.

Location

To display the Maintain Payments screen, complete the following step:

1. Click Time & Expense > Expense > Expense Utilities > Maintain Payments.

Contents

Screen Fields

Field	Description
Expense Report ID	Click to select an expense report ID. The Lookup selection contains all expense reports that either have an employee receivable (the employee owes the company money) or a cash receipt (the employee has indicated that he made a payment). When you select a record, the Employee and the Expense Report Description fields are populated. This is a required field. Note: If you are viewing an existing record, this field is disabled.
Expense Report Description	This non-editable field displays the description of the expense report that was selected in the Expense Report IDfield. It is updated when you select an expense report ID.
Employee	This non-editable field displays the name and ID (if the system is configured to display IDs) of the employee to whom this payment or cash receipt belongs. It is updated when you select an expense report ID.
Reference	Enter a reference number for this payment or cash receipt record. This is typically a check number or EFT advice number that can be up to 20 alphanumeric characters. This is a required field. Note: If you are viewing an existing record, this field is disabled.
Payment Date	Click to select the payment date for this record. This is a required field.
Method of Payment	Use this drop-down to select the method of payment for this record. This is a required field. The valid values are: A/P Check / EFT — Select this option if payment was made using an AP check or EFT. Payroll Check /  EFT — Select this option if payment was made using a payroll check or EFT. Cash Receipt — Select this option if the record is a cash receipt.
Employee Pay Amount	Enter the amount of the payment or cash receipt in the employee's pay currency. This is a required field. If the employee's pay currency is the same as the system's base currency, this field is disabled. When you save the record, the amount in this field displays the same amount as that entered in the System Base Amount field.
System Base Amount	Enter the amount of the payment or cash receipt in the system's base currency. This is a required field. If the employee's pay currency is the same as the system's base currency when this record is saved, the Employee Pay Amount is updated to show the same amount that was entered here.